Overview

People is a module where all portal members as well as groups they belong to are displayed.

There can be two types of members on your portal:

Users - they are portal members who take an active part in portal life and can create their own content.

Guests - they are external users with view-only permissions.

Every member has one of the following statuses:

Active - such portal members are visible in the main list, have already confirmed their registration email address, receive email notifications and can collaborate with other portal members.

Pending - such people were added to the portal or changed their registration email address on their profile page, but haven't confirmed it yet. They can log in to the portal and collaborate with other members, but won't receive any email notifications.

If you are using the cloud version, users with the Pending status are included into the overall active users number on your portal Pricing page.

Disabled - such portal members were transferred to the list of disabled members that can be viewed by selecting the appropriate filter option. They can't log in to the portal any more.

The full access administrators can change the portal members' type and status by selecting them in the list and clicking the 'Change Type' or 'Change Status' button at the top or on their profile page. Please bear in mind that it's impossible to change type for the administrators.

Editing profile

Every active portal member can edit his own profile. To do that,

click the link with your name in the right upper corner

select the Profile option

press the Edit Photo button at the bottom of the current profile photo to upload another one and select the image area that will be displayed as your avatar photo

click the icon above your photo and select one of the following options depending on your goal:

Change password - to change your password you use to log in to the portal (you can do that also by clicking the icon next to the current password on your profile page)

Change email - to change your registration email address (you can do that also by clicking the icon next to the current email on your profile page)

Edit Photo - to upload another photo and select the image area that will be displayed as your avatar photo

Delete my profile - to receive instructions per email on how to do that

In case two-factor authentication is enabled in the portal settings, you can also change your Primary Mobile Phone. After you click the icon, the information window will open. Press OK. You'll be redirected to another page, where you will be able to specify a different phone number and press the Enter number button to save it. You'll receive an SMS with a verification code to your new mobile phone.

find the needed person in the portal members list and open his/her profile page

click the icon next to the member's name and select one of the available options (they coincide with the options listed above, the only difference is the Disable option that is used to move the portal member to the list of disabled members who can't log in to the portal any more).

Being a portal member, you can also change the portal language within your account. For this purpose, open your profile page and select one of the available options in the Language dropdown list. By default, the portal is displayed in the language chosen in the common portal settings by a full access administrator.

You can find the list of languages already available and that will be available at your portal in the nearest future in this article. If you'd like to contribute to the online office translation, please read this article to learn how to do that.

To facilitate your login to the portal, you can use one of your social accounts at Google, Facebook, Twitter, or LinkedIn. To connect it, please

open your profile page clicking the link with your name in the right upper corner and selecting the Profile option

click the Connect link under the needed social network icon

enter your email address and password into the corresponding fields within the opened window

It's also possible to manage your subscriptions within all portal modules on your profile page. To view the whole list of the portal content you are subscribed to, click the Show link next to the Subscriptions caption.
Here you can unsubscribe from the content that isn't interesting to you any more and change the way you want to be informed about updates selecting one of the available notification types: via Talk, email or both. For further information, please refer to this article.

You can also disable or enable back tooltips that appear on the screen to introduce you to the basic features of each module when you log in for the first time or to inform you of new features added. Click the Show link next to the Tooltips caption and click the on-off control. The tooltips will be enabled or disabled for all modules at once.

Adding new portal members

Use invitation link

If you've created your portal recently and have not yet added users, the Invite users to portal button is available on the left side panel in each portal module. It allows you to quickly and easily invite new members to your portal so that they could join it:

click the Invite users to portal button

The invitation link will be copied to the clipboard right away and the Invitation Link window will open allowing you to adjust additional link settings:

check the Add users as guests box to invite people who will have view-only permissions on your portal (if you want these people to create portal content, leave this box unchecked). After you change this parameter do not forget to copy the renewed link using the Copy link option.

you can also Get the shortened link which is more suitable for adding to your message

paste the copied link into your invitation message and send it or share the link via social networks using the corresponding icons in the Invitation Link window

The link is valid for 7 days only.

Later you can click the button in the left upper corner within the People module and select the Invitation Link option to copy the invitation link and open the corresponding window.

Add users manually

You can also add portal members manually one by one:

click the Create button in the left upper corner within the People module

select the User or Guest option from the dropdown list

fill in the fields marked with asterisk - first and last name as well as email address.

When creating a user you can specify an existing email address or create a new email on the domain previously connected in the Mail module. For a guest you can specify an existing email address only. To create a new mailbox for a user, click the Create email on domain link. Enter a user name for the new mailbox in the entry field. If you have several domains connected in the Mail module select the necessary domain from the drop-down list.

When creating a user/guest it's also possible to create a temporary password so that the user/guest can access the portal for the first time (he/she can change this password later at his/her profile page). To create a password click the Set password link. Once you click this link, the field becomes obligatory. You can enter a password manually or generate it automatically. The password is validated as you type, its compliance with the password strength requirements is indicated by color. To generate a new password automatically click the icon. The requirements for the password generation and validation are determined by the Password Strength Settings specified in the portal Security settings.

The specified email and password can be copied to the clipboard by clicking the Copy email and password link.

You can also select a group (or even several groups) the user/guest will belong to, enter his/her title and location, upload an avatar photo, etc. The registration date is set to the current date by default, but you can change it clicking within the field.

click the Save button

Right after that the newly added member's profile page opens and an email notification with a link for accessing the portal is sent to him/her. The new portal member gets the pending status till he/she confirms his/her registration email address. In the portal members list he/she will be marked with the icon at his/her avatar photo. After the email confirmation the guests get the icon on their avatar photo and administrators - the icon. The portal owner is marked with the icon.

The link sent in the notification is valid for 7 days only. If the user doesn't manage to complete the registration by following the link in time, you can resend this notification clicking the Send invitation once again link on his/her profile page. If there are several users who exceeded the time limit given for email confirmation, click the button in the left upper corner and select the Send invitations once again option or select the needed members in the list and click the Send activation link once again button at the top.

Import people

To save time, you can also add users all at once from:

your Yahoo or Google account - for further instructions read this article

your mail client address book - for further instructions read this article

After a portal member is added to the portal, he gets user or guest access rights. Full access administrators can grant administrator privileges to users only. To do that, they need to proceed through the following steps:

switch to the portal settings choosing the Settings option in the top menu

select the Access Rights option on the left-side panel

click the Show link next to the Administrators caption

click the Choose user link under the list of administrators

select a person or several persons at once from the existing users/guests or create a new administrator right here by clicking the Create new profile link

click the Save button

the selected person(s) will get the maximum access to all portal modules by default; to limit it, uncheck the Full Access box first and then the boxes corresponding to the modules you don't want to grant administrator access to

This access rights structure - guest/user/administrator - is valid for the following portal modules:

Documents

CRM

Community

People

Mail

The guests have no access to the 'CRM' 'People' and 'Mail' modules at all. They only can view and edit their own profile.

The main permissions are listed in the table below.

Documents

CRM

Community

People

Mail

Guest

view files available to all portal members, download files from the 'Common Documents' folder and documents shared with them, upload files to folders shared with them

Portal tools - Mail, Talk, Calendar, Feed - are available to all portal users. The guests can use every tool with the exception of Mail.

Reassigning data when deleting profiles

If you do not reassign data when deleting disabled users, the related contents created by a user on the portal will also be deleted as follows:

In the Documents module, personal documents/folders will be deleted, common documents created by the user will be reassigned:

Personal documents and folders that are not accessible to other users (including administrators) will be deleted.

Personal documents and folders that have been shared with other users will be deleted.

Documents/folders created by the user in the Common Documents section are not deleted, but their ownership is reassigned to the administrator who initiates the user deletion.

In the Mail module, emails and mailboxes will be deleted.

In the Talk tool, messages and files sent by the user will be deleted.

In the CRM module, the deleted user will also be deleted from the list of managers responsible for a contact. The reports created by the deleted user will be deleted (on the analogy of the personal documents). Other CRM entities related to the deleted user are not affected.

In the Projects module, all the entities related to the deleted user are not affected (e.g., the name of the deleted user remains among other users responsible for an open task).

To avoid the data deletion, you can reassign Documents, Projects and CRM entities to an active user.

currently, the data reassignment option is only available for the users with the Disabled status, it's not possible to reassign the data that belongs to an active user.

Deleting a single user

To delete a single user,

Open the list of disabled users selecting the corresponding status in the filter on the top,

Click the Actions button next to the disabled user,

Select the Delete profile option from the menu,

A confirmation window opens where you'll be prompted to reassign the user's data:

Click the Reassign data button in the confirmation window.

A new page opens where you can select a portal user you wish to reassign data to. Choose the necessary active user from the list.

The Delete profile when reassignment is finished box is checked by default that allows to automatically delete the profile after data reassignment.

Click the Reassign button.

Now you can close this page. Once the reassignment process is over, you'll be notified via email. If you unchecked the Delete profile when reassignment is finished box, you can return to the list of disabled users and manually delete the user without losing his/her data.

Deleting several users

Data reassignment is an individual action, i.e. if you want to delete several users at once, you'll need to previously reassign the data for each of them separately.

To reassign the data of any disabled user,

Click the Actions button next to the disabled user.

Select the Reassign data option from the menu.

A new page opens where you can select a portal user you wish to reassign data to. Choose the necessary active user from the list.

Check the Delete profile when reassignment is finished box to automatically delete the profile after data reassignment.

Click the Reassign button.

Once you reassign all the necessary data, (if you did not check the Delete profile when reassignment is finished box) you can return to the list of disabled users, check the users you want to delete and press the Delete button above the user list to remove several users at once without losing their data.

What happens to the data

After you reassign data and delete a user, the following contents will be transferred/kept:

Documents module

Personal documents that are available to other portal users will be transferred to the My Documents section of the selected active user where a new folder will be created with the name like 'Documents of user Merelin Linsdom'. All the access rights provided to other portal users remain unchanged;

The ownership for the documents created by the disabled user in the Common Documents section will be reassigned to the selected user;

Project Documents created by the disabled user remain, the owner will not be changed.

Projects module

Active/paused projects, open milestones and tasks will be reassigned to the selected active user.

CRM module

Contacts, open tasks and unclosed opportunities will be reassigned to the selected active user. The specified user will also be added as a participant to open cases of the disabled user.

The following contents will be deleted:

Private documents that have not been shared with other users in the Documents module;

Emails and mailboxes in the Mail module;

Message history and sent files in the Talk tool;

Closed projects, milestones, tasks in the Projects module;

Closed tasks and opportunities in the CRM module.

Changing People module settings

Being a portal owner or full access administrator you can restrict access to the People module for some users or even disable this module, if you don't need it at all. To do that,

click the Settings link on the left-side panel,

select the Portal Access Rights subsection,

go to the People section,

check the Users from list radio button,

select the users you wish to grant access to,

To do that, use one of the available options;

use the Add user link if you wish to grant access to one or more people;

use the Add group link if you wish to grant access to all portal users, or to one or more groups.

To disable the People module just switch to the Modules &amp Tools section selecting the corresponding option on the left-side panel, uncheck the People module and click the Save button.

If the People module is disabled, each portal member can access his/her own profile only.

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